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Job Summary:

We are seeking a highly organized and detail-oriented Admin to manage administrative and procurement tasks across our network of multi-brand car service workshops in India. The ideal candidate will be responsible for efficient purchase management of day-to-day items, ensuring facility housekeeping standards are met, and contributing to budgetary provisioning. This role requires strong communication, negotiation, and problem-solving skills, as well as the ability to work independently and as part of a team.

Responsibilities:

Purchase Management:

• Purchase Request (PR) Processing:
• Receive, review, and process purchase requests from various workshop locations.
• Verify the accuracy and completeness of PRs, ensuring proper authorization.
• Generate purchase orders (POs) and track their status.
• Vendor Management:
• Identify, evaluate, and negotiate with vendors to secure competitive pricing and terms.
• Maintain a database of approved vendors and their performance records.
• Manage vendor relationships and resolve any issues or discrepancies.
• Inventory Management:
• Monitor inventory levels of frequently used items and ensure timely replenishment.
• Assist in periodic stock audits and maintain accurate inventory records.
• Procurement of day to day items:
• Procure all required items for the smooth running of the workshops. This includes items such as cleaning supplies, tools, office supplies, and other required items.

Facility Management & Housekeeping:

• Housekeeping Oversight:
• Conduct regular inspections of workshop facilities to ensure adherence to housekeeping standards.
• Coordinate with housekeeping staff or external vendors to address any deficiencies.
• Ensure that workshops are clean, organized, and safe for employees and customers.
• Facility Maintenance:
• Monitor the condition of workshop facilities and equipment, reporting any maintenance needs.
• Coordinate with maintenance personnel or external contractors to schedule repairs and maintenance.
• Ensure all needed facility requirements are met.

Budgetary Provisioning:

• Budget Preparation:
• Assist in the preparation of annual budgets for administrative and procurement expenses.
• Provide input on projected costs and identify potential cost-saving opportunities.
• Expense Tracking:
• Monitor and track expenses against approved budgets.
• Prepare regular reports on budget variances and recommend corrective actions.
• Financial Administration:
• Assist in the processing of invoices and payments to vendors.
• Maintain accurate financial records related to purchases and expenses.

General Administrative Duties:

• Maintain organized records and documentation.
• Prepare reports and presentations as required.
• Respond to inquiries from workshop staff and vendors.
• Assist with other administrative tasks as assigned.
• Travel to various workshop locations as needed.